Team & Project Co-Ordinator

Overview

Job Title - Team & Project Coordinator Role

Location:

Belfast (Supporting Belfast & Manchester)

Joining Arup? Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. Arup is a multi–disciplinary firm of designers, planners, engineers, consultants, and technical specialists, working across every aspect of today’s-built environment. Together we help our clients solve their most complex challenges – turning exciting ideas into tangible reality as we strive to find a better way and shape a better world.

Our Business and Corporate Services functions provide a fundamental platform of unyielding support, enabling our firm to operate efficiently whilst working with our clients on ambitious projects that will set new industry standards. Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!

An exciting opportunity has arisen in our Belfast office for an experienced Team & Project Co-ordinator to provide robust and proactive support to teams across the Property, Science & Industry (PS&I) Belfast and Manchester regions. Although the teams span geographies within the NI & Northwest region, this role will be based in our Belfast office.

You’ll keep day‑to‑day operations running smoothly (meetings, travel, onboarding, team processes) and provide hands‑on project coordination (information flow, deliverables tracking, QA, meeting actions). Your work will directly improve how the team operates and how we deliver for our clients.

You will make an impact in this role by…

• Team coordination & operations:
  Demonstrating a sound knowledge of Arup procedures and in‑house systems. Promoting and demonstrating best practice, generating ideas and acting as a change agent when needed.
• Assisting team and team leaders with diary management. Proactively gathering relevant details, booking meeting rooms and proactively liaising with relevant teams to organise AV requirements and refreshments required.
• Working collaboratively with both project and business development and marketing teams in work winning activities – bids, PQQs and preparing supporting documentation such as CVs, project sheets, etc. Supporting teams with projects, including promotion via social media platforms in collaboration with the marketing team.
• Managing team holiday and identifying welfare activities which arise from staff changes.
• Supporting new starters and their induction into Arup and the team, ensuring that their experience is smooth and enjoyable.
• Taking ownership of organising social and staff events relating to your particular teams.
• Bringing awareness of H&S best practice, identifying risks, breaches or specific needs and alerting the appropriate teams as necessary (HSEQ, WFM Facilities, People Team).
• Promoting and sharing best practice within Business Operations.

• Supporting the team with project administrative activities in line with client requirements. This will include high‑profile project work as well as routine administrative tasks, for example supporting on workload spreadsheets, supporting the project team in adhering to internal procedures.
• Producing quality documents in line with the Arup brand, proofreading content to ensure consistency and good style, editing and making suggestions for improvements to text and presentations, creating first draft PowerPoint presentations if required (not exclusive to PowerPoint, Office).
• Coordinating information flow & document control support, including managing RFIs/TQs, issuing short‑notice deliverables, maintaining issue registers, and supporting QA checks.
• Tracking project deliverables and milestones; maintaining trackers, highlighting key dates, and assisting with audits.
• Having a strong knowledge of who is who in the team and fulfils team requests. Looks ahead to anticipate team requirements and address requirements early. Good knowledge of the client systems and procedures including client objectives.
• Setting up reports for projects which can include weekly/monthly progress reports, project issue Work Stage…